12 Employment Verification Letter Templates for Various Needs

An employment verification letter is a key administrative document often required in various situations, from applying for credit to obtaining a visa.

Issued by a company, an employment verification letter serves to confirm an employee's status to third parties. Generally, third parties request this document as proof of the employee’s financial capability.

Additionally, it can also act as a reference if the employee is seeking a new job. In such cases, potential employers can review the candidate's track record in their previous roles, helping to verify their identity and work experience.

In this article, we will explore the uses and structure of an Employment Verification Letter in more detail.

At the end, you’ll also find a free template to create an employment verification letter tailored to the employee's needs.

What is an Employment Verification Letter (EVL)?

An Employment Verification Letter (EVL), also known as a confirmation of employment or employment certificate, is a document provided by an employer to confirm a person's employment status, job role, duration of employment, and sometimes salary details.

While the law does not specifically require employers to issue EVLs, it is a common practice and reflects good employer-employee relations.

Under the Employment Act 1955, employers must keep employee records (as stated in Section 61), which can be used to prepare an Employment Verification Letter (EVL).

Employees often request EVLs for personal or official purposes, such as applying for loans or visas.

For workers covered by the Act (earning RM4,000 or less monthly or doing manual labor), they can approach the labor office if an employer refuses to provide documentation without reason.

For those not covered by the Act, providing an EVL usually depends on company policy and general industry practices.

Purpose of Employment Verification Letters for Employers in Malaysia

For employers in Malaysia, providing an EVL upon request not only supports their employees but also helps maintain a positive and professional workplace reputation.

These letters serve a variety of purposes, supporting employees in personal, financial, and administrative matters. Below are some of the key uses of EVLs:

1. Job Applications

EVLs are often requested by employees when applying for new job opportunities.

They provide potential employers with proof of the employee’s work history, job title, and employment duration, adding credibility to their applications.

2. Visa and Immigration Applications

For employees planning to travel or relocate, EVLs are often required by consulates or immigration authorities.

These letters verify the employee’s financial stability and employment status, which are key factors in visa approval processes.

3. Loan and Mortgage Applications

Banks and financial institutions commonly request EVLs as part of loan or mortgage applications.

The document assures lenders of the employee's income stability and repayment capability.

4. Opening Bank Accounts

Some banks may require an EVL to verify the employee’s legitimate source of income before approving the creation of new accounts, particularly for salary-linked or business-related accounts.

5. Tax Registration and Compliance

EVLs may also be used when registering for a taxpayer identification number with Malaysia’s Inland Revenue Board (LHDN) or addressing tax compliance issues.

These letters confirm employment status, which is necessary for accurate tax filing.

6. General Administrative and Legal Needs

Beyond specific cases, EVLs are often used for various administrative purposes, such as rental agreements, insurance applications, or legal matters.

They act as an official document that verifies employment, providing employees with credibility and security in different situations.

Structure of Drafting an Employment Verification Letter

When issuing an Employment Verification Letter (EVL) in Malaysia, employers should ensure it includes all necessary information to meet both professional and legal expectations.

Below are the key components that should be included to create a comprehensive and effective EVL:

1. Company Letterhead

The letter should be printed on the company’s official letterhead, which includes the company’s name, address, and contact information.

This adds authenticity and ensures the recipient can verify the source of the letter.

2. Subject Line and Date

Include a clear subject line to state the purpose of the letter, such as "Employment Verification for [Employee’s Name]." The date of issuance should also be clearly mentioned.

3. Employee Details

Provide detailed information about the employee to ensure clarity. This includes:

Full name of the employee
Job title or position within the company
Employee ID or Identification Number (if applicable)
Employment duration (start date and, if applicable, end date)

4. Statement of Employment

State the employee’s current employment status, such as whether they are a full-time, part-time, or contract employee.

You can also briefly mention their job responsibilities to provide more context about their role.

5. Additional Details

Include extra information if requested or relevant, such as:

Monthly or annual salary
A brief performance summary (if applicable)
Any other specific details requested by the employee or the recipient of the letter

6. Closing Statement

End the letter with a verification statement, confirming the accuracy of the information provided.

Include contact details (e.g., phone number and email address) for follow-up inquiries by the recipient.

7. Signature

The letter should be signed by an authorized person from the company, such as the HR manager, department head, or other relevant authority.

Include their name, title, and contact information below the signature for added credibility.

12 Employment Verification Letter Templates for Various Needs

1. Employment Verification Letter Template for Job Applications

ABC Solutions Sdn. Bhd.
1234 Jalan Raya, 5th Floor, Suite 12
Kuala Lumpur, Malaysia
+60 3-1234 5678 | info@abcsolutions.com
www.abcsolutions.com

Date: 14/01/2025

Subject: Employment Verification for John Doe

To Whom It May Concern,

This letter is to verify the employment of John Doe with ABC Solutions Sdn. Bhd. The details of his employment are as follows:

Employee Name: John Doe
Job Title: Senior Marketing Executive
Employee ID: 00123456
Employment Duration: 01/06/2020 to 14/01/2025

Employment Status: Full-time

Job Responsibilities: John is responsible for developing and executing marketing strategies, managing social media accounts, and overseeing digital advertising campaigns. He also coordinates with external vendors for promotional activities.

Salary Details (if applicable): RM 8,000 per month

Performance Summary (if applicable): John has consistently met and exceeded performance goals, contributing significantly to the company's growth in the digital marketing space.

Please feel free to contact me at +60 3-1234 5678 or hr@abcsolutions.com if you require any further information or clarification regarding John Doe's employment.

Sincerely,

[Signature]
Jane Smith
Human Resources Manager
ABC Solutions Sdn. Bhd.
+60 3-1234 5678 | hr@abcsolutions.com

2. Employment Verification Letter Template for Visa Applications

ABC Global Solutions Sdn. Bhd.
No. 789, Jalan Teknologi, Level 15
Cyberjaya, Malaysia
+60 3-5555 8888 | hr@abcglobalsolutions.com
www.abcglobalsolutions.com

Date: 14/01/2025

To:
High Commission of the Republic of Singapore

Kuala Lumpur, Malaysia

Subject: Employment Verification for James Lee

Dear Sir/Madam,

This letter serves to verify the employment of James Lee, who is employed with ABC Global Solutions Sdn. Bhd. The details of his employment are as follows:

Employee Name: James Lee
Job Title: Senior Project Manager
Employee ID: 00765432
Date of Employment: 15/05/2019 to Present
Employment Type: Full-time
Monthly Salary: RM 10,000
Job Responsibilities: James is responsible for overseeing project execution, managing teams, and ensuring the successful delivery of client solutions. He also coordinates with clients to manage project timelines and deliverables.

This letter is issued upon the request of James Lee for the purpose of visa application for Singapore. We confirm that the above information is accurate, and he is a valuable employee at ABC Global Solutions Sdn. Bhd.

If you require any further information or clarification regarding James Lee's employment, please do not hesitate to contact us at +60 3-5555 8888 or hr@abcglobalsolutions.com.

Thank you for your attention to this matter.

Sincerely

[Signature]
Rachel Tan
HR Manager
ABC Global Solutions Sdn. Bhd.
+60 3-5555 8888 | hr@abcglobalsolutions.com

3. Employment Verification Letter Template for Loan Applications

Global Tech Solutions Sdn. Bhd.
No. 123, Jalan Cyber 8, Level 3
Petaling Jaya, Selangor, Malaysia
+60 3-2345 6789 | hr@globaltech.com
www.globaltech.com

Date: 14/01/2025

To:
Public Bank Berhad
Jalan Pahlawan, 5th Floor
Kuala Lumpur, Malaysia

Subject: Employment Verification for Amirul Rahman

Dear Sir/Madam,

This letter is issued to verify the employment of Amirul Rahman, who is employed with Global Tech Solutions Sdn. Bhd. Below are the details of his employment:

Employee Name: Amirul Rahman
Job Title: Software Engineer
Employee ID: 00987654
Date of Employment: 15/06/2019 to Present
Employment Type: Full-time
Monthly Salary: RM 8,500
Job Responsibilities: Amirul is responsible for developing software applications, maintaining the company’s internal systems, and ensuring that products meet customer requirements.

This letter is provided for the purpose of verifying Amirul Rahman’s employment and his eligibility for a VLoan application with your institution. We confirm that the information above is accurate as of the date of this letter.

Should you require any further clarification or additional information, please do not hesitate to contact us at +60 3-2345 6789 or hr@globaltech.com.

Thank you for your attention.

Sincerely,

[Signature]
Rina Ibrahim
Human Resources Manager
Global Tech Solutions Sdn. Bhd.
+60 3-2345 6789 | hr@globaltech.com

4. Employment Verification Letter Template for Opening Bank Accounts

XYZ Corporation
No. 456, Jalan Menara, Level 10
Kuala Lumpur, Malaysia
+60 3-9876 5432 | hr@xyzcorporation.com
www.xyzcorporation.com

Date: 14/01/2025

To:
Maybank
Menara Maybank, 100 Jalan Tun Perak
Kuala Lumpur, Malaysia

Subject: Employment Verification for Sarah Tan

Dear Sir/Madam,

We are writing to verify the employment of Sarah Tan, who is currently employed with XYZ Corporation. Below are the details of her employment:

Employee Name: Sarah Tan
Job Title: Finance Manager
Employee ID: 00345678
Date of Employment: 01/03/2021 to Present
Employment Type: Full-time
Monthly Salary: RM 12,500
Job Responsibilities: Sarah manages the company's financial planning, budgeting, and reporting. She oversees accounting records and ensures compliance with financial regulations.

This letter serves as confirmation that Sarah Tan is employed with us and receives regular salary payments. We confirm that the above information is accurate to the best of our knowledge.

Should you require any additional information, please feel free to contact us at +60 3-9876 5432 or hr@xyzcorporation.com.

Thank you for your attention to this matter.

Sincerely,

[Signature]
Michael Lee
HR Director
XYZ Corporation
+60 3-9876 5432 | hr@xyzcorporation.com

5. Employment Verification Letter Template for Tax Registration

Bright Future Enterprises Sdn. Bhd.
No. 78, Jalan Setia, 2nd Floor
Kuala Lumpur, Malaysia
+60 3-5678 9101 | hr@brightfuture.com
www.brightfuture.com

Date: 14/01/2025

To:
Inland Revenue Board of Malaysia (LHDN)
Menara Hasil, Jalan Tuanku Abdul Halim
Kuala Lumpur, Malaysia

Subject: Verification of Employment for Tax Registration - Natasha Lim

Dear Sir/Madam,

We, Bright Future Enterprises Sdn. Bhd., hereby confirm that Natasha Lim is employed with our company. Below are the details of her employment for the purpose of tax registration:

Employee Name: Natasha Lim
Job Title: Marketing Manager
Employee ID: 00765432
Date of Employment: 01/02/2020 to Present
Employment Status: Full-time
Monthly Salary: RM 10,000
Key Responsibilities: Natasha is responsible for developing marketing strategies, overseeing advertising campaigns, and managing client relations.

We confirm that the above information is true and accurate. This verification is provided to assist in the tax registration process.

Should you require any further information or clarification, please feel free to contact us at +60 3-5678 9101 or hr@brightfuture.com.

Thank you for your attention.

Sincerely,

[Signature]
John Tan
Human Resources Manager
Bright Future Enterprises Sdn. Bhd.
+60 3-5678 9101 | hr@brightfuture.com

6. Employment Verification Letter Template for Continuing Study Purposes

Sunrise Solutions Sdn. Bhd.
No. 99, Jalan Pandan, Suite 6B
Kuala Lumpur, Malaysia
+60 3-1234 5678 | hr@sunrisesolutions.com
www.sunrisesolutions.com

Date: 14/01/2025

To:
University of Malaysia
Faculty of Business and Management
Kuala Lumpur, Malaysia

Subject: Employment Verification for Continuing Study - Adam Lee

Dear Sir/Madam,

We, Sunrise Solutions Sdn. Bhd., are pleased to confirm the employment of Adam Lee who has expressed interest in continuing his studies with your esteemed institution. Below are the details of his employment:

Employee Name: Adam Lee
Job Title: IT Support Specialist
Employee ID: 00432167
Date of Employment: 15/08/2018 to Present
Employment Type: Full-time
Monthly Salary: RM 6,200
Key Responsibilities: Adam is responsible for providing technical support, troubleshooting IT issues, and maintaining the company’s network infrastructure.

Adam is seeking approval to pursue his studies while continuing his employment with our company. We confirm that he is a valued member of our team and his current employment status is full-time. We support his decision to further his education and understand that it may impact his working hours.

Should you need any further details or clarification, please do not hesitate to contact us at +60 3-1234 5678 or hr@sunrisesolutions.com.

Thank you for your attention to this matter.

Sincerely,

[Signature]
Rachel Wong
Human Resources Manager
Sunrise Solutions Sdn. Bhd.
+60 3-1234 5678 | hr@sunrisesolutions.com

7. Employee Verification Letter for Claiming EPF (Employees Provident Fund) Contributions

Tech Innovations Sdn. Bhd.
No. 45, Jalan Reka, Level 12
Kuala Lumpur, Malaysia
+60 3-4321 8765 | hr@techinnovations.com
www.techinnovations.com

Date: 14/01/2025

To:
Employees Provident Fund (EPF)
Menara KWSP, Jalan Raja Laut
Kuala Lumpur, Malaysia

Subject: Employee Verification Letter for EPF Contribution Claim

To Whom It May Concern,

This letter is to certify that Ms. Jessica Lim, Employee ID: JL12345, was employed with XYZ Sdn. Bhd. from 15 January 2018 to 30 September 2023. During her tenure, she held the position of Senior Analyst in the Finance Department and diligently fulfilled her responsibilities in accordance with the company's policies.

Due to the recent layoff, we confirm Ms. Lim's eligibility to claim the Employees' Provident Fund (EPF) contributions made during her service period with us. We have provided all necessary documents to facilitate this process, and our team remains available to assist with any further inquiries or required documentation.

Should you have any questions or require additional information, please feel free to contact our Human Resources department at hr@xyz.com.my or call us at +60 3-1234 5678.

We appreciate Ms. Lim's contributions to our organisation and extend our best wishes for her future endeavors.

Sincerely,

[Signature]
Siti Aisyah
HR Manager
Tech Innovations Sdn. Bhd.
+60 3-4321 8765 | hr@techinnovations.com

8. Employee Verification Letter for a Car Loan application

FutureTech Solutions Sdn. Bhd.
No. 12, Jalan Puncak, Level 8
Kuala Lumpur, Malaysia
+60 3-7654 1234 | hr@futuretech.com
www.futuretech.com

Date: 14/01/2025

To:
Bank Rakyat
Menara Bank Rakyat, Jalan Tangki
Kuala Lumpur, Malaysia

Subject: Employment Verification for Car Loan Application - Muhammad Ali

Dear Sir/Madam,

We, FutureTech Solutions Sdn. Bhd., are writing to confirm the employment of Muhammad Ali (NRIC: 910505-14-5678), who has applied for a car loan with your bank. Below are the details of his employment:

Employee Name: Muhammad Ali
Job Title: Senior Project Manager
Employee ID: 00987654
Date of Employment: 01/01/2016 to Present
Employment Type: Full-time
Monthly Salary: RM 11,800
Job Responsibilities: Muhammad oversees project planning, manages teams, and ensures timely delivery of projects in the IT sector.

We confirm that Muhammad Ali has been a full-time employee with us since 01/01/2016. His monthly salary is RM 11,800, and he has a stable, ongoing employment status with our company.

This letter is provided to assist in his car loan application. Should you require any further details or clarification, please feel free to contact us at +60 3-7654 1234 or hr@futuretech.com.

Thank you for your attention to this matter.

Sincerely,

[Signature]
Aminah Razak
HR Manager
FutureTech Solutions Sdn. Bhd.
+60 3-7654 1234 | hr@futuretech.com

9. Employee Verification Letter for Home Loan Applications

NextGen Enterprises Sdn. Bhd.
No. 30, Jalan Bukit, Level 5,
Petaling Jaya, Selangor, Malaysia
Tel: +60 3-4567 8901 | Email: hr@nextgen.com
Website: www.nextgen.com

Date: 14/01/2025

To:
Maybank Berhad
Menara Maybank, Jalan Tun Perak,
Kuala Lumpur, Malaysia

Subject: Verification of Employment for Home Loan Application – Sarah Tan

Dear Sir/Madam,

We are writing to confirm the employment details of Sarah Tan, an employee of NextGen Enterprises Sdn. Bhd., for the purpose of her home loan application.

Employee Information:

Employee Name: Sarah Tan
NRIC: 900202-14-1234
Position: Finance Manager
Date of Employment: 01/03/2017 to Present
Employment Status: Full-time
Monthly Salary: RM 12,500

Job Responsibilities:
Sarah Tan is employed as a Finance Manager at our company. Her key responsibilities include overseeing all financial operations, managing the budget, preparing financial reports, and ensuring compliance with legal regulations.

We confirm that Sarah Tan has been with NextGen Enterprises Sdn. Bhd. since 01/03/2017 and has shown consistent performance in her role. Her current monthly salary is RM 12,500.

This letter is provided to assist with her home loan application. If you require any further verification or have additional queries, please do not hesitate to contact us at +60 3-4567 8901 or via email at hr@nextgen.com.

Thank you for your attention to this matter.

Sincerely,

[Signature]
Lina Abdullah
HR Manager
NextGen Enterprises Sdn. Bhd.
Tel: +60 3-4567 8901 | Email: hr@nextgen.com

10. Employee Verification Letter for Scholarship

Visionary Enterprises Sdn. Bhd.
No. 18, Jalan Cendana, Suite 7
Kuala Lumpur, Malaysia
Phone: +60 3-9876 5432 | Email: hr@visionaryenterprises.com
Website: www.visionaryenterprises.com

Date: 14/01/2025

To Whom It May Concern,

Subject: Employment Verification for Scholarship Application – Aisha Abdullah

This letter is to verify the employment of Aisha Abdullah, an employee at Visionary Enterprises Sdn. Bhd.. Below are the details of her employment:

Name: Aisha Abdullah
NRIC: 900404-14-5678
Position: Marketing Coordinator
Employee ID: 00123456
Start Date: 01/06/2020
Employment Status: Full-time
Monthly Salary: RM 6,800

Job Responsibilities:
Aisha is responsible for managing marketing projects, coordinating events, and contributing to the development of strategic marketing plans. She has been an integral part of the marketing team at Visionary Enterprises Sdn. Bhd. since joining the company.

This letter is provided at the request of Aisha Abdullah to support her scholarship application. Should you require further information or clarification, please do not hesitate to contact us at +60 3-9876 5432 or hr@visionaryenterprises.com.

We appreciate your attention to this matter and wish Aisha the best in her scholarship application.

Sincerely,

[Signature]
Amirul Zain
HR Manager
Visionary Enterprises Sdn. Bhd.
Phone: +60 3-9876 5432 | Email: hr@visionaryenterprises.com

11. Employee Verification Letter for Crimical Record Application

GlobalTech Solutions Sdn. Bhd.
No. 45, Jalan Teknologi, Level 2
Petaling Jaya, Selangor, Malaysia
Tel: +60 3-1234 5678 | Email: hr@globaltech.com
Website: www.globaltech.com

Date: 14/01/2025

To:
Royal Malaysia Police
Bukit Aman, 50560 Kuala Lumpur
Malaysia

Subject: Employment Verification for Criminal Record Application - John Tan

Dear Sir/Madam,

This letter serves as a verification of employment for John Tan, who has requested a criminal record check for personal purposes. Below are the details of his employment with GlobalTech Solutions Sdn. Bhd.:

Employee Name: John Tan
NRIC: 850303-14-6789
Position: IT Specialist
Employee ID: 00456789
Date of Employment: 01/07/2018 to Present
Employment Status: Full-time
Monthly Salary: RM 7,200

Job Responsibilities:
John is responsible for managing IT infrastructure, troubleshooting technical issues, and supporting internal teams with technology solutions. He has been a reliable and professional employee during his tenure with us.

This letter is issued to support John Tan’s application for a criminal record check. If you require any additional information or clarification, please feel free to contact us at +60 3-1234 5678 or hr@globaltech.com.

Thank you for your attention.

Sincerely,

[Signature]
Siti Nurhaliza
HR Manager
GlobalTech Solutions Sdn. Bhd.
Tel: +60 3-1234 5678 | Email: hr@globaltech.com

12. Employee Verification Letter for General Purposes

ProTech Innovations Sdn. Bhd.
No. 20, Jalan Vista, Suite 12
Kuala Lumpur, Malaysia
Tel: +60 3-8765 4321 | Email: hr@protech.com
Website: www.protech.com

Date: 14/01/2025

To Whom It May Concern,

Subject: Employment Verification for General Purpose – Michael Wong

This is to verify the employment status of Michael Wong, an employee of ProTech Innovations Sdn. Bhd.. Below are the details of his employment:

Employee Name: Michael Wong
NRIC: 870506-14-2345
Position: Senior Software Engineer
Employee ID: 00567890
Date of Employment: 01/09/2019 to Present
Employment Status: Full-time
Monthly Salary: RM 9,000

Job Responsibilities:
Michael is responsible for designing, developing, and maintaining software applications. He works closely with other departments to ensure the effective delivery of tech solutions. He has been an essential part of our development team since joining in September 2019.

This letter is issued for general purposes and may be used as needed. Should you require any further information, feel free to contact us at +60 3-8765 4321 or hr@protech.com.

Thank you for your attention.

Sincerely,

[Signature]
Zahra Rahman
HR Manager
ProTech Innovations Sdn. Bhd.
Tel: +60 3-8765 4321 | Email: hr@protech.com

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